The Stark Reality

To create accessible documents is to respect every reader. The world is full of people who see, hear, and understand differently. They are no less part of the audience, and their inclusion makes the tapestry of readership richer and fuller. Here are some tips for authors, publishers, and content creators to ensure that their words reach everyone.

Plain Language

The first step in creating accessible documents is to write clearly and simply. Use simple words. Write as if you were speaking to a friend by the fire. Hemingway once said, “All you have to do is write one true sentence. Write the truest sentence that you know.” And in that truthfulness, remember to choose words that every soul can understand. Keep sentences short. Avoid jargon. Be direct.

Example

• Instead of: “The implement utilized for graphical representation is characterized by an abundance of colors.”
• Write: “The colorful drawing tool.”

Headings and Structure

A document without structure is like a boat without a sail. Headings are signposts in the wilderness, helping everyone find their way. They break up the text and provide structure. Use headings to outline your main points. Make them descriptive so readers know what to expect. Guide your readers through the sea of words.

Example

• Bad Heading: “Introduction”.
• Good Heading: “Introduction to Accessible Document Design”.

Alt Text for Images

An image without a description is a silent movie to the blind. Provide alt text for every image for those using screen readers. Describe what it shows but keep it short. “For sale: baby shoes, never worn,” Hemingway wrote. In that spirit, be brief but powerful.

Example

• Image: A black cat sitting on a windowsill.
• Alt Text: “A black cat sits on a windowsill, looking outside.”

Use Lists

Lists are your friends. They break the monotony of text and make your content clear and easy to follow. They make the document skimmable. Whether it’s bullets or numbers, lists help readers digest information in bite-sized pieces.

Example

• Instead of a long paragraph, use list:
  • Write clearly.
  • Use descriptive headings.
  • Add alt text to images.

Tables and Data

Tables and data need special care. When you use tables, remember to add captions. Explain what the table shows. Use headers to identify rows and columns. Make sure the headers are clear. Avoid merging cells, which can confuse screen readers. Imagine you are in a small, dimly lit café in Paris, and your friend is explaining a chessboard to you. Every piece, every square should be understandable. Ensure the table reads logically from top to bottom, left to right.

Example

• Instead of merging cells for a header, use a separate row with the proper header tags.

Fonts

Choose fonts that are easy to read. Avoid fancy scripts. Stick to simple, clean fonts like Arial, Verdana or Open Sans.

Example

• Good Font: Arial, 12pt.
• Not Suitable: Brush Script, 10pt.

Colors

Contrast is the difference between text and background – think of the sunlight against the dark blue sea. High contrast makes reading easier. It is the difference between seeing and straining. Black text on a white background is a classic choice. Avoid light text on a light background or dark text on a dark background.

Example

• Good Contrast: Black text on a white background.
• Bad Contrast: Light grey text on a white background.

Links

Links should be descriptive. “Click here” is a dead end. Tell the reader where the link will take them. Think of links as paths in the woods, each one marked clearly.

Example

• Instead of: “For more information, click here.”
• Write: “Read more about accessible document design.”

PDFs and Accessibility

PDFs can be tricky. Ensure the text is selectable and not just an image. Use tags to create a logical reading order. Add bookmarks for long documents. This is not just about convenience; it is about respect. A tagged PDF is like a well-tended garden, open and inviting to all who enter.

Example

• Use tools like Adobe Acrobat to check and fix accessibility issues. Add tags to headings, lists, and tables.

Transcripts for Audio and Video

Audio and video content add richness to documents. For every voice that speaks and every image that moves, there must be words to accompany them. But they can exclude those who are deaf or hard of hearing. Provide transcripts for all audio and video content. This allows everyone to access the information. Imagine you are in a noisy tavern, and a friend is recounting a tale you can’t fully hear. A transcript ensures no one misses the story. “The world breaks everyone, and afterward, some are strong at the broken places,” Hemingway observed. Transcripts strengthen the broken places in communication.

Example

• Include a text file with the dialogue and descriptions for a video.

Test Your Document

Before you publish, test your document. Use screen readers and other assistive technologies to ensure everything works. Ask others to review it. Sometimes, another pair of eyes can catch what you miss.

Example

• “The first draft of anything is shit.” – Ernest Hemingway.
• In the end, the best judge of accessibility is the reader. Seek feedback from users with disabilities. Listen to their needs. Let their strength guide you in mending the broken places in your documents.

Conclusion

Creating accessible documents is an act of empathy. It is a journey into the hearts and minds of all readers. In every sentence, every paragraph, there lies the power to include or exclude. Choose to include. Hemingway had a knack for simplicity and clarity, and these principles are the cornerstone of accessibility. In his words, “Courage is grace under pressure.” Show that grace in every word you write. Write true sentences. Guide your readers. Paint clear pictures with your words. In doing so, you open doors for all to enter and enjoy your work.

Remember, “There is nothing to writing. All you do is sit down at a typewriter and bleed.” So bleed for a cause. Write for everyone.